Guide to Traveling: How to Plan for Business Travel

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Traveling abroad. It is important to be prepared and to expect the unexpected wherever in the world ...

Traveling abroad. It is important to be prepared and to expect the unexpected wherever in the world you may be. Traveling abroad can involve risks. You can avoid a lot of problems by preparing your journey thoroughly. Business travel has a tendency to cause extra stress in its travelers. Not only are you concerned with traveling without incident, you are concerned with making a positive business impression. As with business planning, successful business travel requires preparation. A well-planned business trip allows you to focus on the business portion of the trip without worrying about the travel arrangements.

How to Plan a Successful Business Travel

Want to see the world?
Try exporting your goods and services. It is the rare exporter who has
not invested considerable time and money exploring new markets. And much
of this exploration is conducted in person. Visiting an export market
is the single most effective method for assessing its potential – if the
visit is properly planned. Following these steps will help create a
productive and cost-effective business trip, and provide you with the
information you require to take your export venture to the next level.

Don’t limit your business
travel out of fear. Take the necessary precautions when you plan your
travel and enjoy the peace-of-mind of knowing you’re well prepared. Your
next international business trip will go more smoothly.

Make your business travel
plans as early as possible

Avoid last-minute arrangements, as they may
restrict or delay your available travel options. Confirm the exact
dates, times and locations of your visit with your business host. Plan
to arrive at least a few hours, if not a full day, before you are
expected. This early arrival will allow you a chance to relax after
traveling and to acclimate yourself to the new environment.

Prepare for your travel

Before
you book your travel (mode and carrier) and your accommodation, make
sure that you check the Travel Information and Advisory Reports
available from the Department of Foreign Affairs and International Trade
to ensure that travel conditions to your target market are safe. This
is an excellent first step before you plan your itinerary. The wise
traveler also confirms any meetings and reservations, learns about the
local culture and customs, currency (and exchange rate) and contacts the
Canadian representatives at the Embassy or Consulate in the target
country to inform them of the business trip and its objectives.

Have documentation

Ensure that your travel documents are in order and up to date. You
need a valid passport to travel outside of the U.S. If your passport
isn’t current, you should allow plenty of time for processing. The U.S.
Passports & International Travel website states four to six weeks is
normal. The site gives an up-to-date account of current processing
times. These site states a passport application can be processed and the
document returned within three weeks under an expedited process. The
service costs an additional $60.

Purchase refundable travel tickets whenever possible

as business arrangements and travel specifics can often change unexpectedly. Secure your travel tickets with a credit card to provide yourself with more purchasing power. Credit cards often provide travel insurance, warranties and other protection when used for travel.

Consider your costs

When
you send your employees on a trip, airfare and lodging aren't the only
costs you'll have to cover. Depending on where your employees are going
and what they need to do during their travels, you may also need to
compensate them for other incidental expenses, such as ground
transportation, baggage fees and parking.

Consider Hotel Alternatives

Hotels
aren’t your only option when it comes to business travel. For a long
stay, bed-and-breakfasts and newer alternatives to traditional hotels
are often a better value. Websites like AirBnB and VRBO make it easy to
find alternative lodging quickly and book the transaction securely.
AccountingToday notes that lodging options like these offer the
amenities of a home, making your business stay more comfortable and
productive.

Take advantage of
downtime

You might feel like you have to always be available when your
colleagues are, especially if you're traveling to a different time zone.
But spending every single moment of your trip doing work will only add
to the stresses of travel. Maura Thomas, founder of productivity
training and time management company RegainYourTime.com and author of
"Personal Productivity Secrets" (Wiley, 2012), advised using any short
lulls in your trip to disconnect and rest.

"Downtime during
travel — [such as when you're] waiting for the flight, taking the bus to
the rental car facility and sitting on the plane before takeoff — are
perfect opportunities to recharge," Thomas said. "Use these moments to
let your mind wander; take in your surroundings; experience the world
with your head up, rather than bent over your device. Take some time to
be inwardly focused. Do some thinking, meditate or close your eyes."If you wrap up your work early and have a little bit more downtime, don't be afraid to explore your surroundings.

Remember connectivity

You are probably accustomed to having access to all the information you
need through your mobile devices but you may not have connectivity once
you arrive at your destination. Before you leave, gather the information
you need and either save it in a file on your laptop or smartphone or
print it out to take with you.

Arrive at your initial travel point with plenty of time to spare

Get to the airport at least two hours prior to your plane’s departure. This may seem like too much time, but it will be just enough time if you encounter long lines, security issues or traffic. Arrive at the train or bus station at least an hour prior to departure.

Anyone who travels frequently for work knows that business trips can be stressful. Between planning your itinerary, tracking your expenses and dealing with potential delays, it's often difficult to get everything done while staying connected to the office. But with enough preparation and forethought, companies and their traveling staff members can ensure that their trips go as smoothly as possible.

The U.S. government offers numerous resources to help Americans traveling abroad but it’s important to learn about these resources before you leave home. Your ability to access the websites you need might be limited overseas. Save the necessary documentation locally on your devices or print it to avoid being stranded without it.